Personal Assistant (PA) to Vice Chairman

We are looking for a highly organised, responsible, proactive, and trustworthy Personal Assistant to the Vice Chairman who can independently manage day-to-day coordination, administrative responsibilities, communication, scheduling, documentation, follow-ups, and social media activities.

The candidate should be capable of handling multiple responsibilities simultaneously, maintaining complete confidentiality, coordinating with different departments, and ensuring that tasks assigned by the Vice Chairman are completed efficiently and on time.

Key Responsibilities:1. Personal & Executive Assistance

- Manage the Vice Chairman's daily schedule, appointments, meetings, and commitments.
- Coordinate and maintain the calendar and meeting schedules.
- Prepare meeting agendas, notes, presentations, and required documents.
- Maintain records of important discussions, decisions, and follow-up actions.
- Remind and follow up on pending tasks and commitments.
- Handle confidential and sensitive information with complete discretion.

1. Management & Administrative Coordination

- Coordinate with school/institution departments on behalf of the Vice Chairman.
- Follow up with staff, coordinators, HODs, vendors, and external stakeholders.
- Monitor important assignments and ensure timely completion.
- Prepare reports, MIS, presentations, letters, notices, and official communications.
- Maintain important files, documents, contacts, and records.
- Assist management in planning meetings, events, inspections, and special projects.

1. Communication & Correspondence

- Draft professional emails, letters, notices, messages, and official communications.
- Handle incoming and outgoing communication on behalf of the Vice Chairman.
- Coordinate with parents, staff, management, business associates, and other stakeholders whenever required.
- Ensure timely responses and proper follow-up on important communications.

1. Social Media & Digital Presence

- Manage and coordinate the Vice Chairman's professional/social media presence.
- Plan, create, and coordinate social media posts, captions, stories, and updates.




- Coordinate with the school's/institution's social media and creative team.
- Collect photographs, videos, achievements, events, announcements, and important updates for posting.
- Maintain a consistent and professional brand image across social media platforms.
- Monitor comments, messages, engagement, and relevant online communication.
- Coordinate reels, videos, event coverage, and promotional content.
- Maintain a content calendar and ensure timely posting.
- Track basic social media performance and prepare periodic reports.

1. Event & Program Coordination

- Assist in planning and coordinating management meetings, school events, conferences, celebrations, and official programs.
- Coordinate with internal teams, vendors, guests, and external agencies.
- Ensure all arrangements and assigned responsibilities are completed on time.
- Assist the Vice Chairman during events and important programs.

1. Follow-Up & Task Management

- Maintain a daily/weekly task tracker for the Vice Chairman.
- Follow up with concerned individuals regarding pending assignments.
- Monitor deadlines and provide timely updates to management.
- Ensure instructions given by the Vice Chairman are communicated correctly and followed up until completion.

1. Travel & External Coordination

- Coordinate travel arrangements, meetings, hotel bookings, transportation, and itineraries when required.
- Coordinate with external organizations, vendors, consultants, and business associates.
- Assist with preparation for external meetings and visits.

1. Special Projects

- Assist the Vice Chairman in special assignments, projects, research, presentations, and business initiatives.




- Conduct basic research and prepare summaries or reports whenever required.
- Take ownership of additional responsibilities assigned by the Vice Chairman.

Required Skills:
- Excellent verbal and written communication skills.
- Strong organizational and time-management skills.
- Ability to multitask and work under pressure.
- Excellent follow-up and coordination skills.
- Strong MS Office/Google Workspace knowledge.
- Good knowledge of social media platforms such as Instagram, Facebook, LinkedIn, and YouTube.
- Basic knowledge of Canva and other content-creation tools will be preferred.
- Professional drafting and documentation skills.
- Strong interpersonal and relationship-management skills.
- Ability to maintain confidentiality.
- Proactive approach with strong problem-solving abilities.
- Ability to work independently with minimal supervision.

Desired Qualities:
- Smart, presentable, and professional personality.
- Highly responsible and dependable.
- Punctual and disciplined.
- Quick learner and adaptable.
- Strong attention to detail.
- Positive attitude and willingness to take ownership.
- Ability to handle confidential matters with maturity.
- Should be comfortable handling diverse responsibilities and working directly with senior management.

Qualification & Experience:
- Graduate/Postgraduate in any relevant discipline.
- 2–5 years of experience as a Personal Assistant, Executive Assistant, Management Coordinator, or similar role.
- Experience in a school, educational institution, corporate office, or management environment will be an advantage.
- Candidates with experience in social media management/content coordination will be preferred.

Working Expectations: The candidate should be versatile and willing to handle responsibilities beyond routine PA duties whenever required by the Vice Chairman. The role requires high ownership, confidentiality, flexibility, excellent coordination, and the ability to manage multiple tasks simultaneously.

Work Location: In person

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits

- Provident Fund

Work Location: In person

📌 Personal Assistant to Vice Chairman (Surat)
🏢 L. P. SAVANI VIDHYABHAVAN
📍 Surat